Steps in the screenshots correspond to the numbers in the headings.
It is very important that you understand how the process flows, and who can make changes at which point in the process.
We have covered the many ways that a part need request can kick off: from the technician adding it to a task, to stock falling below the Min/Max level. For GNS, requisitions are most often created manually by the SCS, but Services requests may be started by the Technician in the Portal and completed by the SCS.
Whether we're talking about Parts or GNS Requisitions, there are some very important considerations to review.
Refill to Targets is the job that generates the Requisitions for the SCS to release. It runs 2x an hour - at 15 minutes past the hour for the ATS location and at 45 minutes past the hour for the Customer location. You can run it manually at any time if you use non-standard locations or need to generate a requisition in a hurry.
Requisitions can be released to the Buyer with an "UNKNOWN" supplier, and a cost of .01, It is the Buyer's responsibility, not the responsibility of the SCS, to source the item.
The Customer Need by Date defaults to 7 days out and is directly related to the priority (the default is 3-Normal.) If you need it earlier, you need to raise the priority, and then move the date up.
After the part has been added, the Tech does not have the ability to edit and raise the priority in the portal, but the SCS can do this before releasing the req.
Once the SCS checks the Release box and clicks SAVE, s/he can no longer make ANY changes to the requisition. Always be sure everything is correct before releasing the req.
If the Parts are for a Work Order, as is the case in our example, you can expand the red chevron in the front of each line to see the Work order and Task Lines. These are Hyperlinks that will take you directly into the Task.
The Part Need Status should say Entered. If it says Canceled or Completed, this part is no longer needed for this task, and the SCS should do more investigating before releasing the req.
As always, the Events Tab will track who, what, and when changes were made to this requisition.
Once the Requisition is released, it goes to the Buyer's queue for processing.
The Buyer does not receive an email telling them that there are reqs to process. They have to proactively go in and check.
The Buyer, Purchasing Assistant or Sourcing Team sources the item to see who has it in stock and is able to get it to the site by the Customer Need by Date if possible. S/he enters the supplier information, updates the cost, enters a Customer Promise By Date (the date it will arrive at the site) and delivery information- saving throughout.
At this point, s/he clicks Print. This goes to the Reporting server, where the Purchase Order Report is used to get a .pdf of the PO, which is sent to the vendor.
S/he enters the Confirmation number if supplied, and the email address of person they contacted as well as any pertinent info in the PO text field.
At this point, the Buyer is ready to finish processing and Posting the PO. The workflow goes to Confirmed. The Approval Workflow goes to Submitted which kicks off an escalation - which they approve if it is within their dollar limit, or it goes to the Purchasing Supervisor/Manager if over their dollar limit. (At a certain dollar limit, the site manager will have to approve as well.)
As the final step, the Buyer posts the PO.
It is very important that you check the Events for a successful integration. You should see two events at the end - the first showing that the requisition was created in EFP3, and the second saying that, through an integration with SAP, another PO beginning with 8800 was created successfully.
You may need to refresh your screen (F5) to see the integration message.
Once the PO is posted, the Customer Promise By Date will show in the Tech Portal for any Parts on a Task.
Once the SCS receives the part(s), s/he receives them in the system. Ensure the Quantity and Bin are correct, and Post.
If there are discrepancies between what you received and what was ordered, the SCS should reach out to the Buyer, who can contact the Vendor.
Once the PO is received, the Task Status goes from Hold/Waiting on Materials to whatever status it was in before the part need was added. The ability to Consume the Part is now present as well.
If you were to go back to the Req/PO screen, you would see two more events, showing that the Receipt successfully processed in EFP3 and in SAP.
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